Incoming Officers’ Guide
“A Reference for Getting Started”
2015 Edition
Missouri PTA
2101 Burlington Street
Columbia, MO. 65202
573-445-4161 800-328-7330
Fax: 573-445-4163
Website: www.mopta.org
Email: [email protected]
National PTA
1250 N. Pitt Street
Alexandria, VA. 22314
703-518-1200 800-307-4782
Fax: 312-670-6783
Website: www.pta.org
Email: [email protected]
TABLE OF CONTENTS
DATES TO REMEMBER ...............................................................................................................................3
INTRODUCTION ............................................................................................................................................3
GETTING STARTED - What do I do first? ....................................................................................................3
FOR YOUR (REQUIRED) READING PLEASURE ......................................................................................4
WHAT YOU SHOULD KNOW ABOUT PTA ..............................................................................................5
Purposes of the PTA .........................................................................................................................................5
WHAT IS A COUNCIL? .................................................................................................................................6
ADVOCACY and LEGISLATIVE PLATFORM ............................................................................................6
Missouri Legislative Platform ..........................................................................................................................7
Parent Involvement…Parent Engagement…Family Engagement ...................................................................7
PTSA… STUDENT LEADERSHIP ..............................................................................................................10
PTA MONTHLY CHECKLIST.....................................................................................................................12
LEADERSHIP AT MEETINGS ....................................................................................................................14
The Agenda ....................................................................................................................................................15
Parliamentary Procedure ................................................................................................................................15
Eight Steps to a Motion ..................................................................................................................................15
Sample Agenda ...............................................................................................................................................26
FREQUENTLY ASKED QUESTIONS ........................................................................................................16
FINANCIAL MANAGEMENT & FUNDRAISING ....................................................................................21
Understanding the PTA Focus........................................................................................................................21
The 3-to-1 Rule...............................................................................................................................................21
Your PTA Annual Financial Review .............................................................................................................23
FREQUENTLY ASKED QUESTIONS ABOUT FINANCIAL MANAGEMENT .....................................23
ANY SCHOOL PTA/PTSA ...........................................................................................................................27
SAMPLE PROPOSED BUDGET ..................................................................................................................27
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DATES TO REMEMBER
March 31, 2015
Incoming officers’ contact information due to state office
April 17-18, 2015
Missouri PTA Annual Meeting and Reflections Showcase
(Stony Creek Hotel and Conference Center, Independence, MO)
June 25-28, 2015
119th National PTA Convention - Charlotte, North Carolina
Early July
Summer Packet sent to Unit/Council Presidents
Early February
Call to Convention Packet sent to Unit/Council Presidents
April 22-24, 2016
Missouri PTA 100th Annual Convention,
Stony Creek Hotel and Conference Center, Columbia, MO
(Registration information available on line, www.mopta.org)
Additional dates will be added throughout the year. Refer frequently to the Missouri PTA website,
CONTACT e-magazine, and other general correspondence for updated information.
INTRODUCTION
Congratulations on your election as a local unit or Council PTA officer! Your position is important to
every child in your school community. Being a PTA officer brings with it a great deal of
responsibility as well as many rewards. You will learn that serving as a PTA officer is a wonderful
experience -- an enriching, fulfilling, sometimes frustrating, but priceless opportunity -- for you as an
individual, as a leader, and as a member of your community.
This booklet for incoming officers will give you guidelines about how to get started. It is not a
comprehensive instruction booklet on how to complete your term successfully. It is just a starting
place. Because many units are part of councils, we have incorporated information about councils into
this booklet. If you are not connected with a council you can disregard these references. Information
about how to form a council can be obtained from the Missouri PTA office.
GETTING STARTED - What do I do first?
Take a deep breath! Gather the materials listed herein. Meet this spring and summer with your unit
officers to plan for the coming year. Take it one step at a time. The first step is most often the hardest.
Call your council president (or outgoing council president), regional director or the state office if you need
guidance, support, or reassurance.
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Talk with the outgoing president and officers about the PTA's status and seek their
recommendations. Verify the existence of required documentation. (See next section.)
Verify that the outgoing secretary has submitted a list of incoming officers to the state office upon
election, no later than March 31st. That information should have been submitted on the Officer’s
Form available on the Missouri PTA website (www.mopta.org) under Forms/Awards Applications.
Meet with the school principal to find areas of common interest and concern. Learn about the
school’s goals and share your objectives for PTA. Establish a good working relationship right from
the start by opening a channel of communication.
Determine how planning will be conducted, identify priorities and set goals. Check your bylaws to
determine what committees are standing committees for your unit; then decide what other
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committees you need to have in place for the coming year, e.g., Bylaws, Membership, Legislative,
Parent Engagement, Hospitality etc. Appoint a parliamentarian if needed or desired.
Identify potential leaders, then consult as an executive committee and appoint committee
chairpersons.
Make opportunities available to officers and committee chairs to attend training and leadership
development events offered by your council and Missouri PTA. Stress the importance of attending
state leadership training, regional conferences, school of information events, and the Annual
Missouri PTA convention throughout the year. Check to ensure that the current budget covers
attending convention and leadership training events for at least your newly elected officers. If not,
request that the budget be amended before school ends.
Thank the outgoing officers and explain how their continued service would be of help as you plan
for the coming year.
Make sure that an Annual Financial Review (audit) of your PTA’s books will be properly conducted
at the end of the fiscal year and the appropriate IRS 990 and Schedule A forms are filed. (Do not
panic if you don’t understand what this means. See the Missouri PTA Tool Kit, National PTA
Money Matters Quick Reference Guide and Financial Management Section of this guide for more
information.)
Change the signers on the PTA’s bank accounts.
Find out who your regional director is from Missouri PTA by asking the outgoing officer or
contacting the Missouri PTA office; and ask for assistance when questions or issues arise.
FOR YOUR (REQUIRED) READING PLEASURE
The following documents are needed to run your PTA effectively. Make sure you have received them from
the outgoing officers when you begin your planning for the coming year. If any of these important
documents are missing, work with your predecessor and other members to replace or recreate them. Many
of these documents are available in electronic form on the Missouri PTA website in the members’ only
section. You can contact your council, regional director or the Missouri PTA office to obtain the user name
and password.
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Current local PTA bylaws
Local PTA procedure files for the PTA officers
National PTA’s Quick Reference Guides
Missouri PTA’s Tool Kit and Legislative Handbook (emailed to the president each year, and
available for download on the Missouri PTA website in the members only section)
Annual Financial Review (Audit) reports for at least the past year
Treasurer’s reports for at least the past year
Last year's PTA budget
Copies of the unit’s newsletters and Missouri PTA’s CONTACT publication from the last year.
Latest membership roster
List of local PTA board members, addresses, phone numbers and e-mail addresses
Set of minutes for the last two years’ board and membership meetings
Set of correspondence from the past officers
List of community partners, projects, contact people
Last year's PTA reports and/or plans of work and results
Last year’s calendar of events/activities
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WHAT YOU SHOULD KNOW ABOUT PTA
To lead a PTA unit with confidence, you must first understand the PTA's purposes and policies. PTA is a
national nonprofit organization that has dedicated itself to advancing the well-being of children, youth, and
families for over 100 years. PTA is an advocacy organization speaking for every child.
Purposes of the PTA
(From National, State, Council and Local Unit Bylaws – Article II, Section 1)
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To promote the welfare of children and youth in home, school, community, and place of worship.
To raise the standards of home life.
To secure adequate laws for the care and protection of children and youth.
To bring into closer relation the home and the school, that parents and teachers may cooperate
intelligently in the education of children and youth.
To develop between educators and the general public such united efforts as will secure for all children
and youth the highest advantages in physical, mental, social, and spiritual education.
As a local PTA member, you are part of the National PTA and join 5 million members nationwide. Each
local unit is also part of the Missouri PTA, which has over 400 local units representing over 50,000
members! The state and National PTA supply local units with information and resources that help your
members contribute to the nationwide effort to improve the health, safety, welfare and education of every
child. PTA regions and councils within Missouri further support local units to create a closer connection at
the regional or local level.
Member → Local Unit PTA → Council PTA → State PTA → National PTA
Local PTA units and Council PTAs must be deemed to be “in good standing” in order to fully participate in
the programs and benefits offered by the association. A PTA unit is “in good standing” if it:
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Adheres to the Purposes and basic policies of the PTA;
Local Unit: Remits national and state dues to the state PTA by dates required (Article V Section
4);
Council PTA: Remits the annual council service fee by December 1st of each year (Article IV,
Section 1,b);
Has bylaws approved every three (3) years according to the procedures of the state PTA;
Submits a copy of the unit’s fiscal year-end report to the state PTA by December 1st of each year;
Submits a copy of the unit’s annual financial review to the state PTA by December 1st of each year;
Submits a copy of the required IRS tax form to the state PTA by December 1st of each year;
Submits the names and addresses of officers to the state PTA by March 31st of each year; and
Meets other criteria as may be prescribed by the state PTA.
By virtue of being part of National and the Missouri PTA, the IRS grants a local unit PTA non-profit
(501(c) (3)) status. This requires PTAs to be non-partisan, non-sectarian, and non-commercial. In other
words, PTAs cannot endorse political candidates or parties, are not religious, nor do they endorse products,
services, or companies.
If a PTA is not in good standing, neither the unit nor the students attending the PTA’s school are eligible to
receive awards and recognition, e.g., membership awards, Reflections, etc.
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WHAT IS A COUNCIL?
A PTA council is a group of three or more local units which have joined together, in accordance with
Missouri PTA bylaws, to work toward common goals in promoting the Purposes and Basic Policies of PTA
to better serve the children and youth within their designated area. Councils are organized for the
promotion of state and national work, and for the purpose of conference, leadership training and
coordination of the efforts of local PTA units. Councils are organized under the authority of the Missouri
Congress of Parents and Teachers, and are governed by bylaws which have been approved by Missouri
PTA.
The council holds a strategic position in training and, therefore, in the structure of the PTA. In addition to
the value as a liaison between the local association and the state, the council helps establish attitudes,
develops leadership and gives members help and encouragement as they broaden their horizons of service.
It is the council’s privilege and responsibility to help local units to function competently by giving their
leaders suggestions on procedure, to unite in common projects, and to cooperate along definite lines of
work for the improvement of conditions affecting the quality of life of children and youth.
THE PURPOSES OF A COUNCIL ARE:
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To serve as a coordinating body to promote communication and cooperation among its member units.
A council does not legislate for local PTAs.
To inform, instruct and inspire local units.
To respond to local unit needs.
To provide programs and projects of community-wide interest and concern. (A council guides, but
does not dictate to its member units. Projects are undertaken only with consent by a majority of the
member units). A council does not duplicate the work of local PTAs. Unification is most important.
To provide basic leadership training and information.
To keep informed on PTA issues and disseminate information from Missouri PTA, National PTA, and
from its respective regional team.
To include its assigned regional director in the agenda for each council meeting in order that a report
may be presented.
To provide conferences and workshops (with assistance from the regional team, if requested), and urge
participation of member units at ALL such opportunities for training.
To provide assistance to the regional team in the formation of new units within its area.
ADVOCACY and LEGISLATIVE PLATFORM
PTA has a rich history of advocacy at the national, state, and local level. PTA defines advocacy as
mobilizing individuals and units to spark changes in programs and policies benefiting children by working
collaboratively with PTA and other citizens and groups.
PTAs are organized primarily at school sites, but remain independent of the school and the school system.
The needs, interests and concerns of its members determine the specific work of each local PTA.
Responding to local conditions, PTAs across the country have made their voices heard at school board
meetings and sessions of the state or federal legislature. PTAs have also led campaigns to build child abuse
shelters, sponsored parent education programs, provided service-learning opportunities, and involved
parents of at-risk children in the PTA and the schools. The strength of the PTA lies in its advocacy and its
ability to implement such programs and projects.
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Influencing Missouri Legislation
In recent years, Missouri PTA has been heavily involved in lobbying state and federal legislators to
increase funding levels for education. Missouri PTA has also worked to protect the use of public funds for
public education, and opposes any measure that would divert public funds to private and parochial schools.
Missouri PTA helped secure a strengthening of Missouri’s drunken driving laws and laws prohibiting sale
of tobacco products to children. Missouri PTA was instrumental in passage of a law to prohibit children
from being transported in the open beds of pick-up trucks. Additionally, Missouri PTA has led the way in
promoting parental involvement in schools via local PTA units and councils, and has successfully passed
legislation that encourages parent involvement. Bullying legislation was also proposed and passed due to
the efforts of Missouri PTA.
As unexpected issues emerge, Missouri PTA will act in accordance with the resolutions and position
statements that have been approved by the membership. A complete list of resolutions and position
statements are available on our website www.mopta.org .
Missouri Legislative Platform
These legislative priorities are based on the issues that the Missouri PTA Legislative Department expects to
target for the 2015 legislative session. As unexpected issues emerge, Missouri PTA will act in accordance
with the resolution and position statements that have been approved by the membership. A complete list of
resolutions and position statements are available on our website (www.mopta.org). Missouri PTA
supports:
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Legislation that protects and calls for local control of schools.
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Legislation to strengthen laws designed to protect minors from abuse and increase funding for
programs and services aimed at the prevention of child abuse, neglect and maltreatment.
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Opposition to tax credits or tax deductions for tuition paid by a parent or sponsors for non-public
elementary or secondary school children.
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Enforcement of legislation requiring school districts to have policies that promote increased
parental engagement in their children’s education.
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Legislation that will maintain or generate local and state funding for public education.
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Legislation that supports increased access to mental health services for children.
Parent Involvement…Parent Engagement…Family Engagement
What's the Difference? Which is Better?
Believe it or not there is a difference. Parent involvement is when the PTA or school identifies projects,
needs and goals then let parents know how they can contribute. The word engagement implies coming
together, doing with, or forming a partnership. Our goal is to create the kinds of school-family partnerships
that raise student achievement, improve local communities, and increase public support. It is not that
parent involvement is bad. Research says that any kind of increased parent interest and support of students
can help. It is just that family engagement can produce even better results.
It is all about bringing together families (parents or caregivers and students), community members and the
school together. Here are a few examples of great ways to promote engagement in our schools:
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Math Fun Night -set up math booths where students & parents can participate in fun math
problems.
Storytelling Event -ask a well-known author to come and speak, and display their book; put on a
session of storytellers in different classrooms. Invite community leaders or school staff to be
storytellers.
History Fun Night -students dress like the story characters; have some individuals speak about that
time frame in history. A Famous Missourian night is great example.
Exploring Cultures Night -have each grade level choose a culture, dress for it, make foods, put on
a skit or make a presentation about that culture to share. Encourage the grade levels to form
partnerships with local restaurants that represent their chosen culture.
Family Health Night-organize a Jump for Your Heart Event, a run/walk event, or a healthy eating
fair with food tasting and informational food games.
Trivia Fun Nights -choose Walt Disney characters for trivia questions and have prizes for winners.
Utilize famous Missourians as the focus so children can learn about Missouri history while having
fun.
Community Resources Event -invite community business to set up booths of information and fun
activities.
Exploring Countries -have a passport that needs stamp as students visit the different countries setup throughout the school. If they get all the countries stamped, they are given a special gift for
completing their round the world adventure.
Curriculum Night- grade level staff can demonstrate act ivies & strategies that students use in
classrooms. Other stations could be included are explaining Common Core Standards or Missouri
Learning Standards.
Career Fair – Invite community members (i.e. dentist, doctors, police, radio/tv) to set up
booths/displays and share information about their career with students. A great event for all ages
especially at the high school level when students are thinking about their post secondary decisions.
Here are resources that can help guide you when developing your plans to promote Parent Engagement:
The National Standards for Family – School Partnerships can be found at
http://www.pta.org/files/National_Standards.pdf .
Ready, Set Lead! Action Steps for the Local PTA Leader can be found at
http://www.pta.org/files/National_Standards_Flier.pdf
PTA’s National Standards for Family-School Partnerships
Standard 1: Welcoming all families into the school community – Families are active participants in the
life of the school, and feel welcomed, valued, and connected to each other, to school staff, and to what
students are learning and doing in class.
Standard 2: Communicating effectively – Families and school staff engage in regular, two-way,
meaningful communication about student learning.
Standard 3: Supporting student success – Families and school staff continuously collaborate to support
students’ learning and healthy development both at home and at school, and have regular opportunities to
strengthen their knowledge and skills to do so effectively.
Standard 4: Speaking up for every child – Families are empowered to be advocates for their own and
other children; to ensure that students are treated fairly and have access to learning opportunities that will
support their success.
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Standard 5: Sharing Power – Families and school staff are equal partners in decisions that affect children
and families; and together inform, influence, and create policies, practices, and programs.
Standard 6: Collaborating with the community – Families and school staff collaborate with community
members to connect students, families, and staff to expanded learning opportunities, community services,
and civic participation.
Be a part of A New Way of Leading, to build even better family-school partnerships! For more information
about programs that promote family-school partnerships, contact Missouri PTA www.mopta.org or visit
www.pta.org .
DUTIES OF YOUR PTA UNIT’S LEADERSHIP
One of the officers’ primary duties is to participate in leadership training programs offered by the state,
region and council PTAs. Plan to attend state leadership training and Convention, Regional Conferences
and local Schools of Information.
Officers should prepare for the coming year by studying the PTA and how it operates. You will find a list
of responsibilities for officers in Bylaws Article VII: Duties of Officers. We suggest you review them right
away. Check to see if your unit has Standing Rules. These are usually a list of specifics that affect the unit
and provide details of each committee and chairperson’s responsibilities.
One of the most important aspects of being an officer is to help build an effective PTA team, one that can
get things done. The president leads not by dictating, but by working together with members, officers,
chairpersons, the principal, school staff and community leaders.
To be successful, the leadership team should:
Make every effort to ensure that your board is representative of the whole community. Work to retain
experienced board members but also include individuals who may not have served on the board previously.
Distribute materials promptly to the board and principal. You need to keep people informed.
Meet early and regularly with the executive board/committee. Plan and set goals you can reasonably
achieve for the coming year. Build consensus and buy-in to your plans.
Create a climate of support and mutual respect where people can contribute and grow, listen, and try to
understand fellow PTA members' opinions. Use their suggestions. Identify and make use of members'
special interests or abilities.
Share responsibility by letting others shoulder responsibility and asking everyone to train and encourage
the leaders who will succeed them.
Network with other community leaders, groups, and agencies that share the goals of the PTA.
Reach out. The PTA team becomes stronger and is of greater service when it actively welcomes all groups
in the community—young and old, single parents, dual-income families, families with diverse cultural and
ethnic backgrounds, families with special-needs children and area businesses.
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Choose the time and location of PTA meetings to suit the schedules of all families.
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Invite retired citizens and newlyweds to contribute their talents and skills to the PTA. There is no
age limit on concern for children's well-being. You do not have to be a parent of a K-12 student to
be a PTA member.
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Bridge the Diversity barrier. Find ways to reach out to people in their native language. One great
place to start is the National PTA website, where a wealth of materials have been translated for you.
Make a point to become informed as to what cultures are unique to your unit. Be sure to be both
respectful and inclusive of families from all diverse backgrounds.
Communicate with everyone regularly and often. Do not forget that communication is a two way street.
Listen to what people are saying (both verbally and non-verbally - pay attention to their actions and
inactions).
Delegate to others. You should provide clear instructions and clarify your expectations. Provide adequate
training and support. Follow-up regularly.
PTSA… STUDENT LEADERSHIP
PTSA’s are PTAs with Students. PTSA student leaders are students that work closely with parents, teachers, and
other students to improve all aspects of their school and school community. You as an adult officer in the PTSA
need to involve the students as much as possible. Students can hold office, students can do anything in a PTA that an
adult can do. It is recommended that students that hold an office, have an adult advisor to help them in their position.
A PTSA student leader:
 Educates their fellow students on what PTSA is, concerns they have, and things that are happening
inside/outside of school that are directly affecting them.
 Leads by example. They will demonstrate the core values put forth through the school’s mission
and vision statements.
 Educates their fellow students on PTSA programs throughout their school. (i.e. Reflections,
Fundraisers, Convention).
 Leads and discusses topics with PTSA members during general meetings. This can be compiled
through a PTSA student meeting if necessary.
If you have questions concerning how to involve students contact the Missouri PTA student
representatives, and the Student Involvement Chairperson they are more than happy to help.
RELATIONSHIPS WITH SCHOOL ADMINISTRATION AND SCHOOL BOARD:
The information below pertains mainly to a council’s special relationship with the school districts
administrators and school board members. However, the information presented, can be adapted for local
units to use that are not a member of a PTA council.
Council bylaws Article III: Basic Policy: The organization shall work with the school to provide quality
education for all children and youth and shall seek to participate in the decision-making process of
establishing school policy, recognizing that the legal responsibility to make decisions has been delegated
by the people to boards of education.
Through its contacts with school administrators, school board members, and other civic leaders, a council is
aware of school and community conditions that affect children and youth. It is in a position to bring before
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the citizens of the area any problems that arise and to offer a forum for the honest, unbiased presentation
and discussion of the facts on referendums, tax levies, and other issues.
After a thorough study of a local matter and an affirmative vote by the majority of the council’s local units,
the council may take a position in support of or in opposition to local issues that affect children and youth,
and go to work to achieve its goal at the election.
The same does not hold true in elections of school board members. Support for issues and support for
specific candidates are two entirely separate things. In order to retain its tax-exempt status and enjoy the
right to receive tax deductible contributions, PTAs are limited by federal law from taking positions on any
candidate. PTAs may not “participate in, or intervene in any political campaign on behalf of or in
opposition to any candidate for public office.”
COUNCIL MEMBERSHIP:
Membership in a council is open to those chartered PTA/PTSA units located within the established
boundaries for the council. Councils are funded primarily by council membership dues paid by the local
units. Any change in council dues must be referred to the member units. (Councils have no need for large
amounts of money. If they find the need to raise money, they should be careful to not duplicate member
units’ projects.)
Each member unit is represented in the voting body of the council by a specific number of delegates
according to the bylaws of the council and the member unit. However, attendance at council meetings is
usually open to PTA unit members in addition to official voting council delegates.
Since individual membership is through the unit PTAs, councils do not collect individual memberships nor
do they pay membership dues to the state or national PTAs. Councils do pay a $25 service fee annually
to Missouri PTA for administrative costs by December 1st.
SERVICES PROVIDED BY THE COUNCIL:
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Programs: The programs presented at the regular meetings of the council should be aimed at
providing support responsibilities to the units. Programs should also include guidance to the local
units on how such programs might be used within the local unit/school.
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Directory: Councils should publish an annual directory which lists all scheduled meetings for the
year, with dates and topics, includes names/addresses/phone numbers of council officers and
chairpersons, and possibly the council’s annual budget and bylaws.
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Newsletter/Website/Social Media: The council should distribute a regular newsletter to all its
member units and council delegates. This newsletter and other information may be useful in the
reaching more of the Councils members. The use of social media within the council can provide
last minute changes and up to date information. Encourage your member units to use social media
within their own units.
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Training: To help satisfy the council responsibility to develop and train new leadership, a council
leadership workshop (school of information) should be held annually.
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Resource: Throughout the year, council officers and chairmen should serve as an available resource
to the local units.
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BENEFITS COUNCILS PROVIDE TO THE MEMBER PTAs:
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Through membership in a PTA council, a unit ensures a continuing source of guidance and
assistance to its new leaders as they assume their duties each year.
Very simply, there is strength in numbers. Multiple units working together are bound to find
greater success in achieving common goals than in a single unit. Cooperating multiple units are
able to set higher goals than an individual unit.
What are the needs in the community? By coming together as a united group, there is a medium
through which local units can unite their efforts of unmet needs.
Through attendance at council meetings and participation in council activities, units learn and
practice good procedures for the operation of their organizations.
By becoming council members, units can keep themselves well informed on issues relating to
education, child welfare, parenting, and on any pending legislation affecting their children and
schools.
Units can team up with other member units to present a united effort to affect local issues, within
the scope of PTA purposes and policies.
The leadership training provided by a council ensures that new officers and chairs of each unit will
receive the help they need in performing their duties.
Units belonging to a council may compare successful methods and share problem-solving
information (what has worked well and what has not). Informing all units of planned activities
avoids scheduling conflicts to the benefit of all.
PTA UNIT RESPONSIBILITIES TO THE COUNCIL:
In order to reap the full benefits of council membership, each unit must participate fully in the following:
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Provide the full complement of council delegates designated by bylaws and encourage
attendance/participation at all council meetings; if necessary, provide for reimbursement of delegate
expenses to attend council meetings in the unit budget.
Urge unit members to attend meetings and programs provided by the council.
Keep the council informed of unit planned activities.
Recommend local unit members to serve as council officers and chairs.
PTA MONTHLY CHECKLIST
Here are some important items to have on your PTA leadership team’s “to do” list. This list does not mean
you as the President are responsible for all of these items. This is meant as a time line for all of your units
officers, please be sure to share with them so that they know what is expected of them, as a board member.
Everyone needs to review and update this information
April/May
 Attend all trainings and meetings hosted by your council or region. (Ongoing)
 Review your unit’s bylaws, records of your PTA, as well as resources of Missouri and National
PTA.
 Meet with your principal and officers.
 Check with your principal or building secretary for the deadline to make sure your flyers are
approved and included in the back to school mailing sent over the summer.
 Appoint standing committee chairs and a parliamentarian, if desired, for the upcoming year. Build
a board that reflects your community.
 Discuss goals and develop plans of work for your PTA and committees. (Ongoing)
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 Begin planning your membership campaign. (Ongoing)
 Make sure that arrangements are being made by the outgoing officers to have the financial records
reviewed at the end of the fiscal year and prepare the report to be approved at the first general
membership meeting of the new school year.
 Find out when your fiscal year and membership year end. They may not be the same.
 Best practice is to have the budget committee meet and develop the budget prior to the last annual
meeting of the current school year.
 Best practice is to have your new budget approved at your last annual meeting of the current school
year.
 Verify that incoming officer contact information has been submitted to Missouri PTA.
 Attend the Missouri PTA Convention in April/May.
 Consider attending National PTA Convention in late June each year.
 Publicize the current National PTA Reflections theme before school ends.
 Express appreciation to the outgoing board for their efforts on behalf of children.
June
 Begin developing your calendar of PTA events and activities for the coming school year, including
newsletter deadlines. Review last year’s calendar – analyzing what worked well and what you
might want to change. Be aware of dates for feeder schools, council and Missouri PTA, and
community events.
 Plan back-to-school activities and communications.
July
 Review and distribute materials received in the Missouri PTA Summer Packet.
 Communicate to families about back-to-school activities and joining PTA through social media,
school/district newsletters, mailings or newspapers.
 Review the completed annual financial review (audit).
 Continue planning with officers, committees and the principal.
 Schedule and make plans for board meetings and general meetings.
 Be ready to launch National PTA’s Reflections program in your unit when school begins.
 Make arrangements for insurance for your unit.
 Review and revise your volunteer recruitment plans and forms.
 Plan training and orientation for your board.
 Encourage every officer and member to follow Missouri PTA social media sites for great resources
and relevant information. We encourage you to share, repin or retweet our ideas to share with your
unit/council!
Facebook Page: https://www.facebook.com/pages/Missouri-PTA/147585775628
Pinterest Page: http://www.pinterest.com/missouripta/
Twitter Page: https://twitter.com/MissouriPTA
August/September
 Conduct a friendly, highly visible membership drive, focusing on the value of PTA. Target parents,
students (if a PTSA), staff, neighbors, businesses and community organizations. (Ongoing)
 Prepare agendas for board and general meetings and articles for newsletters. (Ongoing)
 Conduct orientation and/or training for your board and volunteers. (Ongoing)
 Conduct the first general meeting of the year at which you approve the budget, if it has not been
already approved, annual financial review (audit) report and year-end report.
 Share important dates with your school community. (Ongoing)
 Promote participation in Reflections. Communicate deadlines for entries.
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 Publish a newsletter. (Ongoing)
 Remind the treasurer to remit the state and national portion of dues to the state office on a monthly
basis with a Membership Dues Form. Check the Missouri PTA website for Award applications and
deadlines.
 Make sure the treasurer is working on filing the appropriate 990 and Schedule A forms with the
IRS.
 Encourage every officer and member to follow Missouri PTA social media sites for great resources
and relevant information. We encourage you to share, repin or retweet our ideas to share with your
unit/council!
Facebook Page: https://www.facebook.com/pages/Missouri-PTA/147585775628
Pinterest Page: http://www.pinterest.com/missouripta/
Twitter Page: https://twitter.com/MissouriPTA
October/November
 File your taxes with the IRS, for most units this must be done by November 15th.
 Read through Contact e-newsletter and share with all officers and members. Contribute brags,
questions, updates and successes to Contact e-newsletter for inclusion in an upcoming edition.
December/January
 Register for Missouri PTA State Convention – send as many delegates as possible.
 Prepare for the second half of your school year.
 Plan for your PTA Founders Day Celebration to be held in February.
 Submit your annual financial review, year-end report and copy to the state office by December 31st.
 Encourage every officer and member to follow Missouri PTA social media sites for great resources
and relevant information. We encourage you to share, repin or retweet our ideas to share with your
unit/council!
Facebook Page: https://www.facebook.com/pages/Missouri-PTA/147585775628
Pinterest Page: http://www.pinterest.com/missouripta/
Twitter Page: https://twitter.com/MissouriPTA
February/March
 Elect officers for the next school year (only if terms expire, be sure to check your bylaws).
 Hold PTA Founders day celebration – Founders Day is February 17th.
 Send article about your Founders day celebration to [email protected]
 Submit officers to the state office by March 31st.
 Encourage every officer and member to follow Missouri PTA social media sites for great resources
and relevant information. We encourage you to share, repin or retweet our ideas to share with your
unit/council!
Facebook Page: https://www.facebook.com/pages/Missouri-PTA/147585775628
Pinterest Page: http://www.pinterest.com/missouripta/
Twitter Page: https://twitter.com/MissouriPTA
LEADERSHIP AT MEETINGS
Regular PTA meetings are held to allow members to set goals, choose programs, and decide how to make
their voice heard. The president who learns how to manage meetings will improve the PTA's ability to
achieve its mission.
How to Conduct Meetings
The president chairs all meetings of the executive committee, board and general membership. The key to
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conducting productive meetings is to be well prepared. Before the meeting, the president should prepare an
agenda. Individuals responsible for giving reports in conjunction with the agenda, such as committee
chairs, officers, student members, or school staff; should be notified in advance so they can prepare
appropriately for their report.
Chairing a meeting requires skill in relating to people with various backgrounds and different points of
view. To work more effectively with others, you should:
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Encourage all members to enter into the discussion. Listen respectfully and ask clarifying
questions.
Point out areas of agreement between speakers. Help the group to see issues in terms of what is
best for children and will help accomplish the goals of PTA.
Encourage positive action. Urge members to learn the facts and decide what can be done.
Recognize that no one can please everyone all of the time. Keep a sense of humor and friendly
attitude.
The Agenda
Just as no two PTA meetings are alike, no two agendas are alike. The president tailors the agenda to
achieve the goals of each meeting. Once the agenda is set and the meeting has begun, the chair can help the
meeting run smoothly by following the agenda, making sure a motion is on the floor before discussion
begins, finishing one item of business before moving on to the next, and watching the clock. Always start
and end on time. Look ahead on the calendar and make sure you are discussing all upcoming events at
your board meetings. You should also give committee chairs of completed events time to report on the
successes and failures of the event. A sample agenda is included at the end of this document to give you a
starting point; refer to the information received from the outgoing president – this will help guide your
agenda’s to make sure that you are covering everything at the appropriate time.
The secretary takes minutes and presents the minutes from the previous meeting at every meeting.
Similarly, a Treasurer’s Report should be given and available for members’ review at every meeting.
If your unit is a member of a council, the council delegate should give a report from the previous council
meeting of things happening in the community.
Parliamentary Procedure
PTA meetings are conducted according to parliamentary procedure. Though it can seem "fancy" or
cumbersome at first, parliamentary procedure is simply a set of rules for conducting organized meetings.
Following parliamentary procedures lets the PTA accomplish its goals fairly while protecting all members'
rights. This is democracy in action. Parliamentary procedure calls for you to 1) consider one thing at a
time, 2) follow the rule of the majority, 3) ensure justice and courtesy for all and partiality for none and 4)
reserve the right of the minority to be heard.
The president keeps a copy of Robert's Rules of Order Newly Revised (current edition) handy at all
meetings. Asking for help is not only allowed, it is expected and encouraged. With practice, parliamentary
procedure helps PTA members make tough decisions together and remain friends in the process. A
parliamentarian can be appointed.
Eight Steps to a Motion
Only current PTA members are legally qualified to make motions, discuss, and vote.
1. Obtain the floor.
Member rises and addresses the chair. "Madam/Mister President."
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2. Assign the floor.
3. Make the motion.
4. The motion is seconded.
5. Chair states the motion.
6. Debate or discussion.
7. Vote.
8. Chair announces result.
The chair recognizes the member by nodding or stating their name.
"I move that..."
"I second the motion." If there is no second after the chair asks for
one, the chair says, "Motion fails for lack of a second."
"It has been moved and seconded that..."
"Is there any discussion?"
"All in favor say 'aye.’" "All those opposed say 'nay.’"
"The 'ayes' have it and the motion is carried, and we will..." or “The
'nays' have it and the motion is lost."
FREQUENTLY ASKED QUESTIONS
What is the mission of PTA?
PTA is a strong advocate for public education, a relevant resource for parents and a powerful voice for
children. The children are PTA’s focus and we speak for every child. Our mission is threefold:
 A powerful voice for all children,
 A relevant resource for families and communities, and
 A strong advocate for the education and well-being of every child.
The Mission Statement and other resources are available in foreign languages on the National PTA website:
www.pta.org .
What is the PTA logo and tagline?
In order to create a stronger unity among constituent PTA units nationwide, National PTA adopted the
tagline “everychild.onevoice.” This tagline should be used by all PTAs as frequently as possible on all
materials such as newsletters, flyers, programs, and correspondence. Refer to the National PTA website or
PTA Quick Reference Guides for instructions on how to customize the logo for your local PTA. Contact
the state office if you have difficulty customizing it for your unit. Your PTA may opt to use an additional
theme of your own in addition to the logo and tagline; that is up to you.
What is a local unit identification number? How can I find out what our number is?
National PTA assigns a local unit ID number when a unit is chartered. This number is used for record
keeping purposes by the state and National PTA. If you cannot find your local unit ID number, contact
your regional director or the state office.
What is the difference between region, council and local unit PTAs?
 A local unit is a self-governing PTA unit that plans programs and activities to meet the needs of
children and their specific school community.
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A council is a group of three or more local unit PTAs organized by the state PTA for the purposes
of training and coordination of the efforts of local PTAs. Your PTA may or may not be part of a
council; it will depend on where you are located.
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A region is a geographic division of the state PTA established to ensure close contact between local
units/councils, Missouri PTA and National PTA. In Missouri, there are eight regions.
Why do we have a regional director?
The regional directors give each local unit and council a personal contact within the geographic area for
individual guidance. Every PTA council and every local unit is assigned a specific regional director.
These directors receive training from Missouri PTA, serve on its Board of Managers and provide
information and guidance of a non-interfering nature.
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What are bylaws?
The bylaws are your PTA’s most important document containing the specific rules for governing the
organization. They are adopted and amended by a vote of your unit’s members at a general meeting. If
you cannot find a copy of your unit’s bylaws, contact your regional director , the Missouri PTA state
procedures and bylaws chairperson, or the state office. You need to have a copy handy.
What is in the bylaws?
Bylaws contain the most important things you need to know: the name of the association, purpose of the
organization, basic policies, qualifications for membership, and rules for officers, executive board,
meetings, committees, and running the PTA. If you cannot find an answer in your bylaws, you should refer
to Roberts Rules of Order.
How are changes made in the bylaws?
To consider changes to the bylaws, a small committee should be appointed to study the proposed changes
and to make recommendations to the board for their preliminary approval. Then previous notice, as listed
in the unit bylaws, of the proposed changes must be given to all members. A bylaws change requires a
two-thirds vote of the members present at the general meeting; a quorum must be present.
Who should have copies of the bylaws?
The entire Board should have a copy of your current bylaws. Upon request, copies should be made
available to all members.
What is a quorum and how do I know what our unit’s quorum is?
The quorum for your unit is set by your bylaws and is the minimum number of members who must be
present to conduct business at a General Membership or Board meeting. If a quorum is not met at a
meeting, then a vote cannot be taken.
What is a Parliamentarian and what does she/he do?
The Parliamentarian is an individual whose primary duty is to advise the presiding officer on questions of
parliamentary procedure. The president should appoint a parliamentarian. It is recommended that the
president select someone knowledgeable about the association and familiar with rules of order. The
parliamentarian should sit near the presiding officer for convenient consultation. The presiding officer may
call on the parliamentarian at any time for advice. The parliamentarian does not speak unless given
permission by the presiding officer. A member who serves as a parliamentarian does not make motions,
debate or vote, except by ballot.
When can a parliamentarian vote?
Provided they are a member, the parliamentarian does not vote on any question except in the case of a
ballot (written or paper) vote.
What are procedure files?
Procedure files are a set of materials reflecting the work of a particular office or committee. The files are
compiled by each officer and committee chair for their own use during their terms and passed on to their
successors. The procedure files contain records of events, programs, and projects; and include details of
arrangements, evaluations of results, and lists of available resources. They are a good way for each officer
and committee chair to build upon the success of his or her predecessor. A complete list of what should be
kept in procedure files can be found in the Missouri PTA Tool Kit that is provided to each unit’s president.
What is a plan of work?
The plan of work lists the goals of your PTA and the expected means by which those goals will be reached.
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They include a calendar of activities, budget, and membership plan. The plan of work guides the unit's
activities for any given fiscal year. Committee chairs also prepare a plan of work for their committees,
which must be approved by the Executive Committee/Board.
How is a plan of work put together?
In the spring, over the summer or as school begins, survey your members as to their perceptions of their
children's and the school's most urgent needs, and how the PTA can help them best meet those needs. Once
identified, these needs should be grouped and prioritized. The highest priorities should guide you in setting
the PTA goals for the year. Your goals will drive your projects, programs, meetings, and other activities,
and will determine your calendar of activities. To make your plans a reality, estimate how much money
your PTA will need to reach its goals. Working with these plans, identify sources of funds and create a
budget. Do not worry. There is more information on budgets in the Financial Management Section of this
guide.
How do we know which officers our unit should have? What are their responsibilities?
Check your bylaws. Certain elected officers are essential: president, vice president, secretary, and
treasurer. Your bylaws specify their responsibilities. You can refer to the Missouri PTA Tool Kit and
National PTA Quick Reference Guides for more guidance on what each officer is expected to do.
How do we get a copy of the Missouri PTA Tool Kit and National PTA Back to School Kit?
The Missouri PTA Tool Kit will be emailed to all unit and council presidents in early July (if you are
unable to receive email contact the Missouri PTA Office. The National PTA Back to School Kit is
available mid July. All local and council PTAs must register on National PTAs website to receive their kit.
Watch National PTA for notification of when to register for your kit.
What is the officer’s term of office?
Check your bylaws for the length of the term and during which month that you need to conduct elections.
A term is usually one or two years. Officers usually assume their office at the end of the school year. In
other words, they begin their term at the end of the last day of school in the spring.
No one has contacted me yet. What do I do?
The president for the upcoming school year should call the new officers to welcome them to the team and
set a time to get together. If you have not heard from the president shortly after the election, call her/him
and offer to help.
What is the difference between the executive committee and executive board?
Please refer to your bylaws for these descriptions, but typically:
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The executive board, or simply board, is composed of the elected officers, principal, chairpersons
of the unit’s standing committees, and sometimes teacher or student representatives.
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The executive committee is composed of the elected officers of the PTA, the principal or another
administrator identified to represent the principal, and a member appointed to serve as
parliamentarian.
What types of meetings should our PTA have and how often should they each meet?
There are three types of meetings: executive committee, board and general/unit PTA meetings. Your
bylaws will specify the frequency of general/unit PTA meetings, whereas the president and executive
committee will usually set the board-meeting schedule.
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Who schedules meetings for the local PTA? For the Executive Committee? Board?
The president! However, consult with the principal, officers and board members to identify mutually
convenient dates and times for meetings. Check unit bylaws for any specifics regarding meeting schedules.
How often should we meet?
The PTA's board or executive committee may meet as often as once a month. On the other hand, the entire
PTA membership may only meet a few times a year, to elect officers or adopt the budget. Consult your
bylaws to find out if there is a specified schedule. If not, determine what works best for your PTA.
Meetings can be an efficient way to get the word out about what's going on in your unit and what issues
you face. Meetings also provide opportunities for advocacy training, parent education, and family fun.
What is the difference between standing committees and special committees?
Standing committees are permanent committees created to perform continuing functions and may be listed
in your bylaws. Special committees are appointed or elected as the need arises to perform a specific task
(i.e., nominating committee).
What committees should our PTA have?
Standing committees necessary to carry out the work of PTA may include bylaws, membership, parent
engagement, publicity/communications, budget and finance, legislative, newsletter, and Reflections. Other
committees are determined by the needs and plans of the local unit. The names of committees may vary
slightly from unit to unit. The president, in consultation with the other officers, appoints chairpersons of
these and other committees. Refer to your unit bylaws and to the Missouri PTA Tool Kit for other
committee ideas.
How do I get ideas for programs and projects?
One of the advantages of PTA is the many “idea” resources that are available to your unit. Check out the
National and Missouri PTA websites. Read past editions of National PTA’s Our Children magazine online
on the National PTA website. Utilize the PTA Programs Quick-Reference Guide from National PTA. Call
your council and network with PTAs in your area. Attend Missouri PTA Convention and leadership
trainings. Connect with Missouri PTA and other units in your area through social media. The great thing
about PTA is you do not have to “reinvent the wheel.”
What are the keys to a successful year long membership campaign?
An enthusiastic, organized membership committee with a comprehensive plan for an ongoing membership
drive that clearly communicates the value of someone’s investment in PTA membership is the critical
factor. Membership is not about the “stuff”; it is about making a difference in the lives of all children.
Clearly, your membership committee chair is one of the most important people on your board, and one of
the first positions you should fill.
How do we get membership cards for the new school year? Can we use the ones from last year?
You will receive new membership cards in the Summer Packet mailing. Please do not use membership
cards from a previous year. The cards are dated and old ones should be destroyed. You can order more
cards on the Membership Dues Form when you submit your dues.
How much are our local unit membership dues? How can we change the amount of our unit’s dues?
Your unit’s dues are specified in your bylaws and may be amended by a vote of the general membership,
following bylaws amendment procedures. The amount should include a reasonable sum for the local unit,
plus $4.25 for national and state dues ($2.25 and $2.00 respectively). Total dues should be affordable by
all prospective members of the community.
Should our unit maintain a list of members?
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Absolutely! Your bylaws indicate that the Secretary, or other officer maintain a list of current members.
By knowing who your members are, you can better meet their needs. In addition, making notes on your
master list, of functions or committees on which members are willing to serve can enhance you PTA in
crucial ways. Utilizing the list enables members to assist in filling your various volunteer needs throughout
the year. More importantly, by inviting members to take on a more active role, your PTA will become
more diverse, fresh ideas will surface, and new leaders will emerge.
Who can attend the Missouri PTA Annual Convention in the spring?
Any member is welcome to register. Outgoing and incoming officers, as well as school administrators, are
encouraged to be part of this annual meeting by attending the general sessions, workshops, and celebratory
events throughout the weekend. Registration forms are mailed to presidents and posted on the website in
January or early February. Each PTA will be allowed a limited number of voting delegates based upon
their previous year’s membership total.
What is Reflections?
Reflections is an arts recognition program of the National PTA that begins at the local unit level and
progresses through councils, state PTA and onto National PTA. Reflections provides children in preschool
through grade 12 with an opportunity to express themselves in six areas: visual arts, musical composition,
photography, literature, dance choreography and film/video production. The Reflections theme is
suggested by students in an annual theme search, and changes each year. The Reflections theme is posted
on our website and in the Reflections Tool Kit which is distributed to unit presidents in the summer.
When should the transition of (current to the upcoming school year) officers begin?
Ideally, immediately after the new officers are elected. It may be necessary to schedule one or more
meetings between the outgoing and incoming officers to turn over procedure handbooks, manuals and
records, and discuss what worked and did not work. The outgoing team should share ideas for the future.
Committee chairs should do the same. Check your bylaws to determine exactly when each officer assumes
their duties.
What should we do if the outgoing officers are not cooperating or turning over the books?
It is unfortunate that occasionally outgoing officers may not be completely cooperative in the transfer of
leadership. Request a meeting with the outgoing leaders. Work with the principal to see if he or she can
assist, and contact your council president or regional director for support. Be resourceful and quickly try to
locate copies of as many of the records as you can. The important thing is to start - set your goals, make
plans and prepare for the new school year!
I am a member unit of a council, who should attend those meetings, and how do I find out when they
are held?
The council delegate(s) are the people chosen by the local unit to represent the unit at council meetings.
The vital role of the council delegate is to maintain a close link between the local unit, the council, State
and National PTA. The selection of council delegates (and their term of office) is determined by the
bylaws of the member unit. The specific number of delegates from each member unit is specified in the
bylaws of the council (council bylaws may also require that unit delegations include the president and/or
school principal/designee). While council meetings are open to all members of its member units, only
delegates (as stated in the council bylaws are allowed to participate in voting). You need to contact the
current and/or outgoing council president to find out when the council meetings are held.
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FINANCIAL MANAGEMENT & FUNDRAISING
PTAs are private, not-for-profit organizations separate and apart from schools, school districts, or
school systems. The PTA plays many roles in most communities. While the official mission of the PTA
bears no mention of fundraising, increasingly PTAs are engaged in fundraising. Understanding how these
activities should be viewed in relation to PTA’s non-profit (501(c) (3)) status with the IRS is critical.
Understanding the PTA Focus
The trend in school funding causes a major challenge for PTAs. Because schools find it necessary to be
creative in order to fill budget gaps or, in many cases, cut programs, PTAs have, by default, become fundraising agents for schools. While many PTAs work hard every year developing activities and programs in
classrooms and throughout their communities that help children and families, their role as fundraisers can
threaten to overshadow all other good works. While appropriate fundraising is a legitimate activity for
PTAs, it should never be a primary focus. Advocacy is our primary focus.
The goal for PTAs is to work with members, school administrators, and teachers to find ways to improve
school funding. By using our collective voices and advocating to our elected officials and school board
members for more permanent funding solutions.
The 3-to-1 Rule
When planning the year’s activities, PTAs should use the 3-to-1 rule. For every fundraising activity, there
should be at least three non-fundraising projects aimed at helping parents or children, or advocating for
school improvements.
Must Do’s of PTA Financial Management
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Always operate under a budget approved by the general membership.
General membership must approve budget amendments.
Never sign a blank check.
Never sign a check payable to cash.
Maintain receipts for all purchases along with a reimbursement form.
Treasurer should prepare reports monthly.
Perform an annual financial review (audit) of the books annually, or upon the resignation of
treasurer.
Use check request and money received (receipts) forms for every transaction.
Submit the state and national portion of membership dues to Missouri PTA on a monthly basis.
Pay bills promptly upon submission of receipts.
Never pay bills with cash.
Always give a receipt when receiving cash.
The treasurer should immediately deposit funds received into the PTA’s account, never into
personal or school accounts.
President should not make deposits, only the treasurer should be making deposits
President should only sign checks in the absence of the Treasurer, please check bylaws to see who
is on the signature card. Best practice is to have two signatures on all checks.
Never leave money in the school, trunk of your car, or home overnight. Use the bank’s night
depository – however, do not go to the bank at night alone.
Always have two (2) people count money, and sign a receipt stating how much cash/checks
received.
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Reconcile the monthly bank statement upon receipt. Someone other than a signer on the account
should also review and sign the statement. This may be a requirement for most insurance
companies now. The President, Treasurer and reviewer should discuss any discrepancies.
File the 990-N electronically if annual gross receipts were less than $50,000. File the 990EZ with
Schedule A or 990 with Schedule A if gross receipts were more than $50,000. Always use the
school address for units and district office for councils on your 990s. Send a copy to the state office
by December 1st.
Purchase insurance (bonding, liability, property and officers insurance) for your PTA unit. If you
do not follow proper financial procedures, your insurance can be nullified.
Send Local Unit/Council annual fiscal year-end report to the state office by December 1st.
Send the annual financial review (audit) report to the state office by December 1st.
Your PTA Budget
Where do I find the budget and financial records?
The president and incoming treasurer should obtain the budget and financial records from the outgoing
treasurer. Review those records with your officers and make note of the things that must be done to start
the new school year.
What is a budget?
A budget is an outline of estimated income and expenses for a twelve-month period based upon the unit’s
goals or plans of work for that period. Refer to the sample budget on page 18 to guide you in preparing
your unit’s budget.
Who prepares the budget?
Your bylaws and/or standing rules should state who is on your budget committee. The budget committee is
responsible for preparing the budget. Best practice for the budget committee is to have five members
consisting of incoming and outgoing officers or chairmen (be sure to include the incoming and/or outgoing
treasurer and fundraising committee chairman). The principal should serve in an advisory role and cannot
determine what is and is not in a PTA budget. Again, check your bylaws for specific make-up. The
outgoing treasurer should have the previous year’s end of year totals, current budget and year-to-date totals
on all budgeted line items. These numbers will be crucial to developing a new budget.
How and when is the budget adopted?
A new budget is adopted annually, best practice is to have the committee meet and develop the proposed
budged by April 30th and then presented at the May annual meeting for approval. The treasurer (usually
serves as the budget committee chairperson) presents the budget to the executive committee and board for
consideration. It must be presented to the PTA membership for approval. Any expenditure not provided
for in the adopted budget, must be submitted to the voting body before money is spent. A majority vote of
the members present is required for adoption.
How are changes made in the budget?
Since the budget is only an estimate of the planned expenditures for the year, it may be necessary to amend
it during the year. Amendments require a vote of the members at any regular meeting or at a special
meeting called for that purpose. To amend something previously adopted requires prior notice and a
majority vote, or a two-thirds vote without prior notice.
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Your PTA Annual Financial Review
What is an annual financial review (audit), and how often does one have to be done?
An annual financial review (audit) is a financial review of the PTA’s books. It must be conducted
annually, at the end of the fiscal year, or whenever the treasurer or other authorized signers on the account
leaves office.
Whose responsibility is it to see that an annual financial review (audit) is conducted?
The outgoing treasurer (as reminded by the outgoing president) should make arrangements for an annual
financial review (audit) to be done as soon and expeditiously as possible after they leave office. The
incoming president should coordinate with the outgoing treasurer and president to ensure this happens at
the end of the fiscal year or as stated in the bylaws.
Who can perform an annual financial review (audit) the books?
Your unit does not have to hire a CPA, and generally speaking, should not have to pay for an annual
financial review (audit). An individual or committee of no fewer than three people can perform the annual
financial review (audit). (Check your bylaws.) The key is to have a review of the books conducted by
someone who is familiar with proper PTA financial management. The reviewer(s) cannot be one of the
signers on the bank accounts, or related to one of the signers. Contact your council, regional director or the
state office for further guidance.
What do we do with the annual financial review (audit) report when it is completed?
The treasurer and/or the annual financial review (audit) committee presents the annual financial review
(audit) report at the next executive committee, board and general/unit meetings, after which it becomes part
of the minutes, the official records of the association. You then need to send a copy to the state office by
December 1st.
FREQUENTLY ASKED QUESTIONS ABOUT FINANCIAL MANAGEMENT
When should we change the signers on the PTA bank accounts?
Go to the bank with an outgoing signer as soon as school ends or per bylaws, and whenever one of your
account signers is no longer serving as one of your officers. Bring a signed copy of the minutes from the
election meeting with you. Be sure to complete and file Form 126 with the Missouri Department of
Revenue to update your contact information.
What is a fiscal year?
The fiscal year is the twelve-month period used for reporting to the IRS (your dates are listed in your
bylaws). All PTA’s are required to file with the IRS every year. File the 990-N electronically if annual
gross receipts were less than $50,000. File the 990EZ with Schedule A or 990 with Schedule A if gross
receipts were more than $50,000. All forms must be filed with the IRS by the 15th day of the fifth month
after the end of the fiscal year.
Fiscal Year - Budget Year - School Year -Calendar Year - What is the difference?
It is easy to get confused with all of these different “year” ends.

Fiscal Year is determined by your bylaws for IRS reporting purposes. It begins on the first day of a
stated month and ends on the last day of a stated month covering a twelve-month period.

School Year runs from the first day of school in August through the last day of school in the
spring. New officers usually begin their term officially at the end of the last day of school in the
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spring. Obviously, this is different if you are a year-round school. Check unit bylaws for
variations.

Budget Year is determined by when the annual budget is approved, and is in force for twelve
months from that date. Best practice is budgets should be approved at May annual meeting and
cover your fiscal year.

Calendar Year is January through December.
Does the fiscal year have to be the same as the budget year or the officers’ term of office year?
Not necessarily. Best practice would say that your fiscal year and budget year should be the same but
really do not have to do with the term of office unless stated in your bylaws.
How much money do we need to run our PTA?
Start by identifying what programs and projects in your plans of work need to be funded. Do not raise
money first and then decide how to spend it. A PTA should raise the amount of money needed to meet
its proposed budget. PTA is an educational organization, not a fund-raising organization. Choose wisely
the fund-raising activities that best meet your PTA's needs.
Is it ever okay for PTAs to pay salaries of school personnel?
Absolutely not! This is a school system responsibility under all circumstances.
What do we do with unspent funds when school ends? Should we turn them over to the principal?
All funds can only be spent as approved in the budget. If they are not spent at the end of the school year,
then they should be carried over to the following year’s budget. The officers cannot arbitrarily decide how
to spend or use up funds at the end of the school year. In addition, you should never turn PTA funds over
to the school.
Is there a limit on the amount of funds that can be carried over from year to year?
No. There is no limitation on amounts carried over from year to year. However, it is good to carry over at
least 2-4 months budget to start the year off soundly.
What does the PTA do for money during the summer?
The budget in place at that time will dictate what is approved and what can be paid. If expenses fall under
an approved line item, they should be paid or reimbursed. If they are not covered in the budget, then they
cannot be paid or reimbursed. If your bylaws state that the new officers’ term of office begins at the end of
the school year, then the new officers are responsible for making such decisions during the summer based
on the budget in place.
Can the outgoing officers commit how funds will be spent in the next budget year?
Again, best practice states that the budget should be approved at the May annual meeting. Having input
from incoming and outgoing officers/chairman will ensure a well balanced budget.
Can the principal tell the PTA how to spend the PTA’s funds or what fund-raisers to do?
No. Only the PTA decides how PTA funds will be raised and spent and the principal has but one voice as
any other member has. However, a principal can limit PTA activities within a building, particularly if it
interferes with student learning. All PTAs are strongly encouraged to build a healthy relationship with
building principals in order to work together to best meet the mission and purposes of PTA.
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With the reduction in the state’s funding for education and local school system budget challenges,
shouldn’t PTA offer to fill the gaps…by buying books, desks, equipment, and even paying salaries?
Absolutely not! More now than ever PTAs need to advocate to secure adequate funding for education and
for all children. PTA is not there to buy the basics or to create inequities from one school to another.
Is attending training and convention a “legitimate” PTA expense?
YES! Attending training is an appropriate PTA budget expense. Verify that your budget allocates
sufficient funds for members to attend these important events (e.g., National or State Convention, state
leadership training events, Legislative Events and Regional Conferences) during the year. Have attendees
submit a brief oral or written report from the activity to help create accountability.
How many fundraisers are allowed annually?
PTAs should use the 3-to-1 Rule: for every fundraising activity, there should be at least three nonfundraising projects. Refer to the Financial Management section of this publication, Treasurer’s Section of
the Missouri PTA Tool Kit and National PTA Money Matters Quick Reference Guide for further
guidance.
Does our PTA need insurance, and if so, what kind?
YES. Ask yourself and your unit’s volunteers, “Are we willing to volunteer without these protections?”
Every PTA should have four types of insurance:

Fidelity bonding insurance covers individuals handling funds and PTA financial assets.

General liability coverage protects PTA members in the event they are held legally liable for bodily
injury or property damage resulting from a covered event. For example, if someone gets hurt at
your fall festival and sues.

Directors and Officers (D&O) insurance provides protection if an officer/director is sued for failure,
or alleged failure, to live up to their responsibilities and duties assumed in their PTA position.

Property insurance covers fixed assets; inventory and other property owned by a PTA, such as a
storage unit, its contents, fundraiser orders pending delivery, etc.
Where can I get more information about PTA financial management and proper procedures?
Refer to the Treasurer’s Section of the Missouri PTA Tool Kit and the PTA Money Matters Quick
Reference Guide. In addition, updated resources are posted on the Missouri PTA website and the National
PTA website. You should visit them often to make sure you have the most up to date information. When
you have a question, never hesitate to contact your council treasurer, regional director, the state treasurer or
the state office. Proper management of your PTA’s financial assets and good name is among your unit’s
highest priorities and is critical to the success of your unit’s work for children.
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Sample Agenda
Prior to each meeting, prepare an agenda and follow-it. Use this guide to help you.
Items in italics are script for the president.
Call to order - 7:00 p.m. The president stands, raps the gavel once, and calls the meeting to order: "The
meeting will please come to order."
Opening ceremonies (optional) The Pledge of Allegiance, flag ceremony, poem, song, or inspirational
message may be included.
Reading and approval of minutes The secretary stands, addresses the president, and reads the minutes,
unless they have been posted, distributed, or audited by an appointed committee. "The secretary will read
the minutes of the previous meeting." "Are there any corrections?" "The minutes stand approved," or
"The minutes stand approved as corrected."
Report of the treasurer No motion is needed for adoption unless it is the report of the completed audit.
"We will have the treasurer's report." "Are there any questions?" "The report will be filed for audit."
Letters or communications Communications are read by the secretary and are acted on as they are read
if action is required. "Are there any communications?"
Report of board A summary report (not the minutes) is read for the information of the members.
Recommendations should be voted upon one at a time, the secretary moving the adoption of each one.
"We will hear the report of the board of directors by the secretary." "You have heard the recommendation.
Is there discussion?" Follow the steps of a motion.
Reports of standing committees Before the meeting, the president consults with chairs and officers to
find out which committees have reports to give. At the meeting, the president calls for the committee's
report (not the chairperson’s report). If the committee has made a recommendation, the person making the
report moves its adoption. (No second is required since the motion is made on behalf of the committee.)
The chair calls for discussion and/or follows steps of a motion... "We will hear the report of the ____
committee given by _____ chair (or other title)." "Are there any questions regarding the report? If not,
the report will be filed."
Reports of special committees These can be progress or final reports. Upon completion of its specified
duties, the committee ceases to exist. Reports are handled in the same manner as those of standing
committees.
Additional reports These can be reports from staff, students, principal, senior citizen, or another
volunteer.
Unfinished business Minutes of the previous meeting will indicate any unfinished business. Note that
unfinished business is not called "old" business.
New business The chair or members may bring new business before the association. A motion is
necessary before discussion and vote.
Program (a program is not required at every meeting) The president introduces the program chair,
who presents the program. The meeting is not "turned over" to the program chair, nor does the program
chair "turn the meeting back" to the president. "The program will be presented by ___________, program
chair." "Mister/Madam President, this concludes the program."
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Announcements The date of the next meeting and important activities should be announced. If there is a
social time following the meeting, this should be announced. "Are there any announcements?"
ANY SCHOOL PTA/PTSA
SAMPLE PROPOSED BUDGET
FISCAL YEAR JULY 1 TO JUNE 30
Anticipated Revenue Based on 800 members @ $5.00 dues collected for each individual member.
Balance forward from July 1
RECEIPTS
Checking Account Interest
Membership Dues (800 @ $5.00)
Fund Raising Projects
Fall Festival
Family Night Dinner
Wrapping Paper Sales
Total Projected Receipts
TOTAL
EXPENSES
Arts in Education/Reflections
Annual Financial Review Expense
Bonding/Liability Insurance
Conference Expenses (State, District, Council)
Council Dues
Council Scholarship Donation
Conventions (State and National)
Dues (National & State @ $4.25 each)
Faculty & Staff Appreciation
Fall Festival Expenses
Family Night Dinner Expenses
Hospitality
Juvenile Protection
Membership Campaign
Miscellaneous Expense
Newsletter and Publicity
Officers Expenses (telephone, tolls, travel, etc.)
Postage
Programs
Scholarship
Supplies
Volunteers in Education
Wrapping Paper Expenses
Total Projected Expenses
Start Up For Fiscal Year Beginning July 1
TOTAL
Adopted by the Association ____________
(Date)
$ 550.00
$ 20.00
4,000.00
3,000.00
2,500.00
7,000.00
$16,520.00
$17,070.00
$ 500.00
100.00
400.00
500.00
25.00
100.00
1,000.00
3,400.00
500.00
1,050.00
550.00
450.00
400.00
200.00
300.00
300.00
200.00
150.00
800.00
500.00
200.00
300.00
3,150.00
$15,575.00
$1,495.00
$17,070.00
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